Tips for the Perfect Voicemail Greeting Message

Monday, August 15th, 2016

Don’t ignore the importance of a voicemail greeting message, this might be a potential customers first opinion of your business, get it wrong and they might decide not to leave a message and instead call your competitor. In this blog we offer 4 great tips for recording the perfect message.

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Let’s first be clear on what a voicemail greeting message is, this may sound silly but you’d be astounded how often businesses get their message so very wrong.

A voicemail greeting is:
An opportunity to supply your customers with useful information such as business opening hours
An opportunity to create a great first impression through a polite and professional message

A voicemail greeting is not:
A generic impersonal message
A robotic pre-recorded message
An opportunity to upsell your products and services

Here are our top 4 tips for getting it right…

  • Think about background noise
    Find somewhere quiet away from car horns, chatting staff, fans and radios. Avoid recording your message in an echoey room and be sure to listen back to your message paying attention to any shutting doors or rustling papers that you may have unexpectedly recorded.
  • Keep it short and ask for the information you’d like.
    Use your voice message greeting to inform the caller that they have reached the right place. Tell them what you’d ideally like, maybe it’s simply to leave a message, call back during your opening hours or perhaps you’d prefer them to email you. Maybe you’d like to include an email address, you website address or your opening hour details. However, this is not your opportunity to tell them about your newest products, or upsell your services.
    Would knowing the reason for the call help? Could you then ask the best person in your team to call them back, ensuring that their enquiry is dealt with efficiently, rather than requiring multiple calls. Knowing the nature of the call may allow you to have the necessary information to hand (such as an invoice or email) when returning the call. If the caller can only answer your return call during their lunch hour or work hours, this might be helpful to know thus avoiding the frustrating backwards and forwards of left voicemail messages.
  • Keep your message sounding positive.
    Don’t use words like “I’m sorry” “unfortunately” or “sadly” instead use phrases such as “we’re looking forward to hearing from you during our opening times…” If you’re asking people to leave you a message, be positive, say that you “will” call them back, not “try” to call them back. Remember to smile while recording your message, it really does come through in your voice and sound far more upbeat and pleasant to listen to.
  • Practice
    Write a script; you may decide not to read from the script you’ve written, but initially it helps you to create a concise and informative message. Writing a script allows to plan where you want to take a breath. Do a practice recording so you can check the background noise and relax into your script, check that you’re not hurrying it or speaking too slowly.
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